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How do I use work orders in the mobile app?

Find and open work orders, update their status, record job details, check in, and create one-time work orders from the Clean Smarts mobile app.

Work orders help your team schedule and track one-time or additional services outside your normal recurring shifts, such as floor work, carpet cleaning, or a special project. In the mobile app, you can find the work order, review its instructions, update its progress, and check in to do the work.

Applies to: Cleaners and managers whose role includes Jobs (View) or Jobs (Edit).

Before You Start

What you can do depends on your modules:

  • Jobs (View) shows Work Orders under MORE. You can open work orders and change their status to options your company allows from the mobile app.
  • Jobs (Edit) also lets you create work orders and edit work order notes and custom fields.
  • Timekeeping access is separate. You need your company's timekeeping module to check in or out of a work order.
  • Checklists, issues, inspections, assets, supplies, and other location tools appear only when those features and modules are available to you.

If Work Orders is missing or you see a permission message, ask an administrator to review your role.

Find and Open a Work Order

  1. Tap MORE.
  2. Tap Work Orders.
  3. Choose Open or Closed. The number beside each tab shows how many work orders are in that group.
  4. Use search to find a work order by its ID, description, or location.
  5. Tap a work order to open the job's location screen.

Each work order card shows its ID, location, scheduled date, description, status, and a Billable label when applicable.

The Work order details section opens automatically. It can show:

  • ID, Title, scheduled Check in/out time, and Status
  • Work order Notes
  • Custom fields your role is allowed to see
  • Location details and other enabled location tools

If you have timekeeping access, use the check-in control on this screen to track time against the work order. Confirm that you opened the correct work order before checking in; time recorded here is connected to that job.

Update a Work Order's Status

Your company defines its own status names and decides which ones count as open or closed.

  1. Open the work order.
  2. In Work order details, tap the current Status.
  3. Choose the new status.
  4. Wait for Job status successfully updated.

When you choose a status your company marks as closed, the work order moves from Open to Closed. A closed work order is not deleted.

If you see This status cannot be set from the mobile app, that status is reserved for another workflow, such as office approval or billing. Choose an allowed field status or ask your administrator which status to use.

Edit Notes or Custom Fields

You need Jobs (Edit) for these changes.

  1. Open the work order and expand Work order details if needed.
  2. Tap Edit.
  3. Update Notes or the available custom fields.
  4. Tap Save.

The mobile edit screen does not change the work order's location, title, scheduled date or time, pay code, billable setting, or pay rate after creation. Use the web portal when those core details need to change.

Create a Work Order

You need Jobs (Edit). From MORE > Work Orders, tap the + button. You can also tap + from MY JOBS and choose Create work order.

  1. Tap Select location and choose the location where the work will happen. A location is required before the Create work order button is enabled.
  2. Enter a clear Description.
  3. Choose the Date, Checkin time, and Checkout time.
  4. Set Cleaners per shift from 1 to 12.
  5. Choose a pay code if the work order needs one.
  6. Review Prevent off hours check in, Enable payrate override, Billable, and Pay rate.
  7. Complete any Custom fields your company uses.
  8. Tap Create work order.
  9. Wait for Successfully created work order.

Important: A pay-rate override can change how work on this job is paid, and Billable affects how the job is classified for billing. Change these only when your company has authorized you to do so.

The mobile app creates a one-time work order and supports one scheduled visit when you enter a date and times. Use the web portal for recurring job series, multiple work dates, or full billing and scheduling setup.

How Work Orders Relate to Shifts

  • A shift usually represents recurring scheduled work at a location.
  • A work order tracks a particular additional job and has its own ID, status, notes, custom fields, and job-specific time.
  • A scheduled work order can appear in MY JOBS for the assigned cleaner. Opening it provides the same location tools used during other scheduled work.
  • Checking out records the cleaner's time, but it does not necessarily close the work order. Update Status separately when your company's workflow requires it.

Troubleshooting

  • Work Orders is missing under MORE. Your role needs Jobs (View) or Jobs (Edit). After an administrator changes your role, log out and back in so the app reloads your modules.
  • The work order is missing. Check both Open and Closed, clear the search, then open MORE > Sync and tap Sync. Confirm on the web that the work order still exists and that you can access its location.
  • There is no + button. Jobs (View) does not allow creation. You need Jobs (Edit).
  • There is no Edit button. View access allows status changes only. You need Jobs (Edit) to change notes or custom fields.
  • A custom field is missing. The field's visibility may exclude your role. An administrator can review the field in the web portal.
  • The status will not change. That status may not be available for field updates, or the phone may be offline. Try an allowed status while online.
  • A new work order was saved offline. If the app says Uploading failure. Saving data offline or Successfully saved data offline, the work order is not on the server yet. On HOME, tap You have @number items to sync, confirm it appears under Jobs, and tap Sync all items when you are online.

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